Documents, Records and Information in any medium and format that can be retrieved at a later time, defined by the Uniform Rules of Evidence as "letters, words, sounds, or numbers, or their equivalent, set down by handwriting, typewriting, printing, photo-stating, photographing, magnetic impulse, mechanical or electronic recording, or other form of data compilation. Record can be active, semi-active or in-active.
The stage of activeness will inform the storage method and infrastructure.
- Assess existing records and information management systems within organization
- Create (or evaluate and update) Retention Schedule based on operation, legal, fiscal,and other regulatory requirements, as well as business needs for all records
- Develop a realistic strategic work plan for improving records and information management systems
- Design and implement management system for current semi active and inactive records Improve arrangement
- Identify vital records containing information that cannot be reconstructed from any other sources and are essential to continue operations; develop strategies to ensure their survival
- Execute compliance audits to ensure organization is meeting record-keeping requirements of regulatory agencies and is following its own Retention Schedule and record-keeping policies
- Help develop a disaster preparedness plan to restart operations after a disaster